MUNICIPAL COURT ADMINISTRATOR
Job descriptions are intended to present a descriptive list of the range of duties performed by employees in the job and are not intended to reflect all duties performed within the job.
The City of Bridgeport does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. The City is an equal opportunity employer.
FLSA Status: Non-exempt STARTING PAY: $27.89/hour DOQ
WORK HOURS: Monday – Friday: 8:00 – 5:00 with a one hour lunch
APPLY ONLINE AT CITY OF BRIDGEPORT JOBS
This position exists for the daily administrative and legal operations of the Municipal Court Department. The Court Administrator provides administrative support to the Municipal Court Judge and Prosecutor; prepares and approves reports to be submitted to different State agencies, City Council, and City Manager. The Court Administrator plans, directs and reviews the activities of the Municipal Court staff.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Director of Financial Services. This position exercises direct supervision of court staff.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:
· The Municipal Court Administrator is a first-line supervisory management position that ensures continuous support services for the City’s court system.
· Manages the work activities that support court dockets and proceedings.
· Advancement to this position is through the appointment and requires the ability to administer court proceedings, assigns, and reviews the work of staff, supervises the collection of fines and restitution programs.
· Ensure the efficient, lawful, and cooperative operation of the Municipal Court under Texas Local Government Code, Chapter 30; City of Bridgeport Charter; and applicable City ordinances.
· Oversees Municipal Court operations and administrative workflow; applies specific knowledge of policies and procedures to organize and coordinate work and relieve the Judge of routine administrative details.
· Coordinates the administration of the Municipal Court in accordance with the laws of the State of Texas and the city ordinances, with prudence and integrity and in an impartial manner.
· Applies judgment to resolving problems and developing solutions;
· Organizes assigns and reviews work, including all phases of the administrative and legal court processes. Assures court procedures are in compliance with administrative court orders and state and local laws.
· The Court Administrator serves as liaison with the judge, police officers, attorneys, prosecutors, and the general public. Resolves difficult problem situations make ambiguous code regulation interpretations.
· The Court Administrator establishes reviews and updates departmental policies and procedures, goals and objectives; Reviews pending cases, court schedules, and related items.
· Coordinates implementation of the security plan for Municipal Court.
· Assists the Finance Director in Managing personnel including requisitions, interviewing, hiring, promotions, evaluations, progression, discipline, and termination of subordinate staff.
· Prepares and implements training programs for employees.
· Prepares and updates the Municipal Court policies and procedures manual.
· Responsible for establishing guidelines for the training of staff on the proper use of the Municipal Court Records Management System.
· Responsible for maintaining the required user fields, system maintenance, and updates for the Municipal Court Records Management System.
· Responsible for maintaining the required user fields, system maintenance, and updates for the document imaging system.
· Responsible for understanding the daily operation of all divisions within the Municipal Court.
· Responsible for ensuring that the court complies with the Office of Court Administration Collections Program.
· Assists in preparing and managing the department’s budget, resources, and capital improvement plan; serves as custodian of funds of the Court and conducts internal audits; implements procedures to process financial transactions.
· The Court Administrator serves as the Records Management Officer for the retention, preservation, and destruction of Court records. Reviews record retention schedules and revise as necessary.
· Prepares supportive documentation to be presented to City Council for approval of contracts and ordinances; manages contracts with collection agencies and others; coordinates with prosecutor information needed to prosecute cases.
· Enforces and reviews compliance with the Rules of Judicial Administration (Judicial Records) and Rule 12.
· Provides administrative support to the Municipal Court Judge, including preparing and maintaining required reports, scheduling court dates, documenting all court activities, and ensuring compliance with legal requirements.
· Implement changes in the laws that affect Court proceedings.
· Supervises the processing of payments of fines and other accounts receivable, including making account adjustments, balancing receipts, and preparing summary reports and deposits.
· Monitors collection of court costs designated for Municipal Court.
· Responsible for ensuring that the court complies with reporting deadlines to local, state and federal agencies.
· Assist the Judge with creating and maintaining the trial docket.
· Responsible for departmental accounts payable, including preparing check requests, payment by credit card and processing purchase orders.
· Responsible for acquisition of materials, equipment and supplies.
· Responsible for contacting City departments for service requests such as building maintenance and computer services.
· Responsible for providing updates for the Municipal Court website.
· Responsible for updating the website for online payments.
· Responsible for maintaining records according to state-mandated retention schedules.
· Responsible for maintaining an accurate and efficient filing and storage of Municipal Court Records.
· Process request for expungement including assigning a hearing date, notifying related agencies, preparing a court order, and removal of cases as ordered.
· Responsible for processing expungement orders received from other judicial agencies.
· Responsible for processing confidential cases files under Texas state law.
· Answers citizen inquiries, directs citizens to the appropriate staff person, and follows up on citizen complaints.
· Responsible for accurately handling large amounts of public money.
· Responsible to oversee the reconciliation of court cash drawers.
· Responsible for auditing citation numbers.
· Attends annual training specific to legislative changes affecting municipal courts, records management software upgrades, and municipal court procedures.
· Performs other functions and duties as required by the Judge and Finance Director.
· Performs related duties and responsibilities as required.
· Required to attend the Texas Municipal Training for Municipal Court annually.
· Assist other City employees, City officials, outside agencies, and the public.
· Exercise considerable initiative and judgment; and broad discretion when handling confidential and sensitive information.
· Convey a positive professional image by action, communication, and appearance.
· Regular, reliable, and punctual attendance is an essential function of this job.
· Contribute to team effort by performing other duties as assigned.
KNOWLEDGE AND EXPERIENCE
This position requires in-depth knowledge of the organizational and operational requirements, procedures, characteristics, services and activities of the municipal court:
· Requires knowledge of legal terminology, court policies, procedures and practices, and record retention schedules;
· Requires knowledge of the laws, codes, ordinances, and regulations served by the court;
· Requires knowledge of modern office organization, information flow, and equipment;
· Requires well-developed knowledge of personal computer-based information systems used in the courts, including specialized databases for storing and retrieving information and standard office productivity software;
· Requires sufficient math skills to prepare and administer budgets and produce the statistical analysis;
· Requires well-developed skill-using the English language to prepare paralegal correspondence;
· Requires well-developed human relations skills to make present a positive image of the department, convey technical information to others, review performance, and use patience and sensitivity in dealing with angry, hostile, upset customers.
EDUCATION, CERTIFICATIONS, LICENSES AND SPECIAL REQUIREMENTS
- The position typically requires an Associate Degree in Business Administration, Management, or related field, preferred; and three years of progressively responsible supervisory experience in court services or other functions in a police or court environment or Municipal Court Clerk Level I Certification may substitute for some higher education.
· Must attend the State’s yearly required training and obtain Municipal Court Clerk Level II within two years.
· Certification must be maintained to continue employment.
· Valid Texas Class C Driver’s License with the satisfactory driving record, as defined by City policy.
· Proof of citizenship and/or eligibility to legally work in the United States.
KNOWLEDGE, SKILLS, AND ABILITIES
- Working knowledge and understanding of Texas Local Government Code, Chapter 30, which governs the operation of Municipal Courts of Record.
- Requires Principles of personnel management.
- Incode Court software preferred.
- Bilingual fluency in English/Spanish languages preferred.
- Requires Proper cash handling procedures and necessary mathematical calculations.
- Apply appropriate laws, policies, or procedures dependent on circumstances. Retain knowledge of historical statutes and procedures.
- It requires the ability to perform all of the duties of the position efficiently and in an open environment with interruptions and distractions.
- Requires the ability to plan, coordinate, and supervise the activities of a municipal court system that includes jury selection, records management, restitution and probation, accounts receivable, and leadership over general Court clerical work.
- Requires the ability to select, supervise, and review the performance of assigned staff.
- It requires the ability to define issues, analyze problems, evaluate alternatives, and develop a sound, independent conclusions, and recommendations by laws, regulations, rules, and policies.
- Ability to set goals and objectives, motivates employees to excel and meet expectations.
- Must be able to interpret, explain, and apply knowledge of department organization, operations, programs, functions, and unique terminology when performing assignments.
- Requires the ability to plan, organize, and prioritize work to meet schedules and timelines. It requires the ability to work cooperatively with members of the news media and the public.
- Requires the ability to work as a contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the City and its services.
- Requires the ability to utilize computers and systems, including hardware and software to set up functions, enter data, and process information to serve departmental user's needs and to conduct data searches and produce correspondence and reports.
- It requires the ability to maintain the confidentiality of private and sensitive information.
- May require written and oral competency in the Spanish language.
The City offers all full time employees the following benefits: nine paid holidays plus three paid floating personal days; paid vacations and sick days; and a sick day pool. The City pays for the entire portion of the employee’s health and vision insurance as well as a large portion of the dependent’s coverage. Dental insurance is offered to the employee & their family. The City has a telemedicine plan available to the employee & their family at no charge. Employees are provided with long term disability insurance and $30K life/ADD insurance with an option to purchase additional life coverage. The City has access to a 457(b) retirement plan as well as AFLAC and an HSA savings account. Additionally, the City provides a $200/month benefit allowance to its full time employees to assist in paying for the employee’s portion of benefits. The City offers extra pay for bilingual employees as applicable.